Administrative & Scheduling Support Specialist, Aged Care

Role Overview

• Manage client records and administrative processes including creating and updating client profiles in Visual Care
• Uploading documentation and managing digital signatures
• Following up on client approvals and required documentation
• Coordinate daily schedules for clients and support workers including scheduling and confirming client appointments and services
• Managing changes, cancellations, and rescheduling
• Conducting daily checks to ensure all shifts are allocated and covered
• Communicating updates to staff and clients
• Ensure accuracy in workforce tracking including reviewing and verifying daily timesheets
• Following up on missing or incorrect entries
• Support financial administration processes including processing invoices and assisting with claims submission
• Assist with audit preparation and compliance tracking

Requirements

• Strong administrative and scheduling experience
• Experience using CRM or care management systems (e.g., Visual Care)
• Experience with VOIP communication tools (e.g., Dialpad)
• Experience within the Australian aged care sector is highly advantageous
• Medical or healthcare background is highly desirable
• Excellent written English and communication skills
• Strong attention to detail and accuracy
• Advanced organisational and time management skills
• Ability to manage multiple tasks and prioritise effectively
• Minimum 2–3 years experience in a similar admin or coordination role

Tech Stack

• VoIP

Benefits

• Flexible work arrangements